COURSE LOAD
Students participating in HWS off-campus programs are required to take a standard 4.0 credit HWS course load, except in cases where the host institution has a different requirement. Students may not withdraw from courses that are a required part of an off-campus program and will not be permitted to exceed a standard course load of 4.0 HWS credits except in extraordinary cases as determined by a student’s Dean’s Office, academic adviser, and the Center for Global Education.
CREDIT AND GRADES
In order to encourage students to pursue opportunities to gain valuable international experience, the HWS curriculum has been designed to integrate off-campus study into the academic program. An HWS global education program functions in many ways just like an on-campus semester: grades and credits for the courses students take will appear on their HWS transcripts and the grades will factor into their GPA. Students may receive credit toward their major, minor, or other graduation requirements as determined in consultation with their academic adviser and appropriate department chairs.
Students participating in HWS global education programs may request to take one course outside their major or minor on a credit/no credit basis. Consult the individual program handbook for information on deadlines.
FINANCES
Students participating in semester-long HWS off-campus programs through the Center for Global Education retain financial aid on the same basis as previously awarded (with the exception of work study) as determined by merit or demonstrable financial need. Any student, even those not currently receiving financial aid, can apply for aid based on economic eligibility. Students interested in off-campus study who have questions about financial aid matters should seek the advice of the Financial Aid officers on campus well in advance of applying.
Financial aid applications will be available in early January for the following academic year. Students desiring an early evaluation should have the application completed and submitted to the processing center by the deadline determined by the Financial Aid Office. A copy of the application must be sent directly to the Financial Aid Office on campus at the same time.
All off-campus programs sponsored by the Colleges require a non-refundable deposit (typically $500 for both semester programs and short-term programs) that will be applied to the overall program cost. If this payment presents a significant and demonstrable burden, a student who has been accepted into a program should contact the Financial Aid Office to submit a request for payment of a reduced deposit. See the Financial Aid and Scholarships webpage on the CGE website for information about applying for scholarships (both internal and external funding is available).
Students participating in semester-long HWS off-campus programs will be charged tuition and associated fees at the same rate as on the HWS campus (with the exception of the Student Activities fee, which is not charged), plus an administrative fee of $600. Room and board charges vary, depending on what is provided as part of the program. Consult the individual program pages on the CGE website for more specific information on costs.
WITHDRAWAL FROM A PROGRAM
A student who withdraws from a CGE off-campus program once accepted and committed will forfeit their deposit. Note that students also will be responsible for additional expenses beyond the deposit if they withdraw from a program while it is in progress or within 90 days of the program arrival date. Specifically, students will be held accountable for any expenditures made on their behalf that the CGE is unable to recoup, including but not limited to housing, tuition and program fees paid to other institutions, and excursion expenses. A student participating in any off-campus program who withdraws from that program after arrival at the program site may not return to the HWS campus to take classes that semester except under extraordinary circumstances, as determined by the student’s Dean’s Office, the Center for Global Education, and the Vice President for Campus Life.
Any student whose admission to a CGE off-campus program is rescinded due to a disciplinary violation, failure to comply with academic requirements (meeting GPA requirements, successfully completing courses, including program prerequisites), failure to submit required documents and/or attend mandatory predeparture meetings will be responsible for all unrecoverable expenses. No refund will be provided to any student who is removed from a program in progress for a violation of the Behavior Standards Agreement.
NON-HWS PROGRAMS
Students who wish to join another institution’s program or study at an unaffiliated foreign institution must have a cumulative GPA of 2.5 or better at the time of application and be a junior or senior by the beginning of the proposed program. Receiving approval to transfer credit from a non-HWS program to fulfill HWS degree requirements is highly competitive. A limited number of slots to participate in such programs will be approved annually. These slots are reserved for students whose academic needs/degree requirements cannot be met by any HWS off-campus program. Merely preferring another location is not a sound academic reason for petitioning for credit for a non-HWS program. Some non-HWS programs are ineligible for consideration of transfer credit (for example, Semester at Sea, SEA Semester, Sea-Mester, and NOLS programs). A student who wishes to participate in a program sponsored by another institution should check with the CGE to ensure that the program is accredited and that credit transfer is allowed. The student should present their case in writing as follows:
- The student submits a Non-HWS Program Application form (available from the CGE) outlining a strong academic justification for the program, a supporting recommendation from their adviser attesting to the lack of fit of HWS’ own off-campus programs and endorsing the non-HWS program, and a full description of the program they want to apply for to the Center for Global Education no later than Wednesday, September 30, 2020 for Fall 2021 and full-year 2021-22 programs and no later than Monday, March 1, 2021 for Spring 2022 programs.
- The student's application is reviewed by the Committee on Global Education, including faculty, CGE staff, and a representative of both Deans' Offices.
- If an application is approved, the student goes to the appropriate departmental chair to request preliminary approval of courses, providing evidence of the substance of each course (course description, syllabus, reading list). Upon return, the student must submit an official transcript. As with all transfer credit, a course in which a grade below C is earned will not be accepted. Departments will decide if and how many credits from a non-HWS program may count toward the major/minor.
- Students who apply for and are granted permission to participate in a non-HWS program will be billed an administrative fee of $600 after submitting a transcript and requesting a credit transfer. All other fees will be paid directly to the non-HWS program. Students participating in non-HWS programs will not receive institutional aid from Hobart and William Smith Colleges. State and Federal aid is transferable and students should check into how their other financial aid may be affected by participation in an off-campus study program sponsored by another institution. Finally, students who know that they will be off-campus during the application period for financial aid for the following year must make arrangements to complete all application materials in advance or from off-campus. Late applicants will be penalized.
- Transfer credit will not be awarded for students who have not completed this process and received written approval in advance.
INTERNATIONAL TRAVEL POLICY
Hobart and William Smith Colleges offer a broad menu of off-campus study options around the world and the safety and security of our students, faculty, and staff participating in these programs is of the utmost importance. The staff of the Center for Global Education regularly monitors a variety of sources of information regarding the safety and security of our off-campus program sites, including communications from domestic and international institutional partners as well as official government sources. Primary consideration is given to information and recommendations provided by the US Department of State.
As of January 2019, Hobart and William Smith Colleges have adopted a new international travel policy involving students. This new policy applies to students participating in off-campus study programs offered through the Center for Global Education, students traveling abroad with HWS faculty or staff for various types of academic, athletic, or cultural activities, and individual students or groups of students pursuing any independent international activity funded, credited, or otherwise supported by the Colleges.
The full description of the policy is available HERE.